Prepare Your Speakers For Your Virtual Event
Even the best speakers tend to feel nervous before they need to get on stage and if they are not used to virtual events, then they might feel more so. So, as the virtual event planner, you need to prepare your speakers and ensure that they are comfortable for the big day.
One of the reasons why virtual events can be successful is the level of engagement that they are capable of bringing. And a major contributing factor to it is the quality of speakers and the content that they present. If it is creative, interactive, and holds the attention of the audience, that’s half the job done.
Keeping the above in mind, here are a few easy tips that you can use to prepare your speakers for your next virtual event.
1. Be in the know
Before you approach your speakers, let them know all about your event and how you intend to host it. If possible, carry a brochure or a presentation that explains the event and the virtual event you’re hosting. Once you have their buy-in, spend some time helping them understand the tool. Do a couple of demos and then ask them to use it for themselves and practice their segment on it until they feel comfortable.
Remember, your speakers should know how to share their screens, take chats, switch modes to games or polls, etc.
2. Make it fun
One of the best virtual event ideas is to be creative. It always works! Creativity is the best thing a speaker can possess because that will make their content all the more consumable. So, let your speakers know that since the audience is virtual, they should consider making their content more visually appealing and interactive.
The speaker has plenty of engagement tools at their disposal to make their segment more fun-filled onn platforms like Hopin, vFairs, Almond Virtex, Airmeet, Hubilo. So, advise them on how to use it and ensure that they do.
3. Be inclusive
Before you enter into an agreement, let your speaker know that the audience is going to be wide. This will allow them time to prepare for a large and diverse audience. Make sure you work closely with them on this because there will be people from different cultures and backgrounds and you want your event to be meaningful to all of them. A common blunder to overcome in your next virtual show is being oblivious to the cultural norms in different countries.
4. Be clear and audible
Surprisingly, speakers can be very fast when they talk at a virtual event. One of the main reasons is that they can’t ‘see’ their audience and so can’t gauge their reaction. So, let your speakers know in advance that they have a certain duration of time for their presentation and that they should utilize it completely.
Dry runs here might help. Listen to the speaker and if you think they’re going too fast, ask them to pause, take breaks, or include more interactive games in their segment.
5. Feel your audience’s pulse
Sometimes during virtual events, it may be more difficult for speakers to look at audience questions and respond to them. If they are well-prepared and well-versed with the platform, this may be avoided.
Your speakers should be able to promptly address questions from the audience through the chat feature on your platform. If for some reason, they are unable to do so, you could deploy a moderator who could take 30 seconds to a minute at the end of every slide to make your speaker address questions.
A well-prepared speaker can really change the entire rhythm of your event to make it exciting and rewarding for its attendees.
How to Use Social Media To Advertise a Virtual Event
Organizing a virtual event? Great! We hope you have your social media marketing toolkit ready. With billions of people, social media is where you have to be if you’re looking to build attendance for your event.
Whether an in-person or an online event, promoting it on social media is a must if you want to see a packed house. Not every platform is going to get you the numbers, but that’s where we will help you pick the right ones.
Aside from the fact that a lot of people use it, social media also can help achieve several of your event objectives. Brand awareness, lead generation, engagement, and sign-ups can all be achieved through social media. You just need a great campaign.
So, what are the different ways that you can use social media?
1. Organic posts
By simply creating a solid page or profile and posting content regularly on it, you can gain a lot of followers. Just so you don’t run out of content, create a social media calendar with details of the format and type of content you’re going to post every day and what the theme of your content will be. You can also work with platforms like vFairs, Eventcube, Almond Virtex, Hopin which will give you ideas!
2. Collaborate with your sponsors/participants
This trick works very well if you are hosting an expo or a trade show. Create content that can benefit your and your sponsors’/participants’ audience and share it on both your pages or handles. Association with well-known brands can really boost your image especially if you’re lesser known or relatively new.
3. Pay-per-click and video ads
Online advertising costs money but is still more cost-effective than offline advertising. So, put together an ad campaign and share it across your networks and on websites where your potential audience is active. Social media ads are very effective because they can be highly targeted and visually appealing, especially if you’re using platforms like Instagram.
4. Influencer marketing
Influencer marketing is quickly emerging as one of the most reliable ways for businesses to advertise their products online. So, pick a relevant influencer and use a creative piece of content to let your audience know what’s coming. Influencers typically are very active on social media, post content regularly, and as a result, have sizeable followership. Leveraging their community for your event is another viable way to use social media.
Now that you understand the different ways to use social media, remember a few things.
Make sure your profile on social media is up-to-date. That means that the link to your website, landing page for the event, and videos should be functional.
Choose your social media platform wisely. If you have visually stunning content, you might want to promote that on Instagram. Use LinkedIn if your event is industry-specific, CSR-related, or if it is a virtual team event in the office. Facebook is where you will find people of all ages and backgrounds, so use it as a filter.
Remember to personalize your content depending on the platform you are using. Image-heavy on Instagram and Facebook works better. Pointed, direct messaging is a plus on LinkedIn.
Track and measure your ads/posts. Make use of analytics provided by the social media platform because it can reveal a great deal about your campaigns.
Almond Virtex have a feature of social wall where you can see the post about the event that people have posted on their social handles.
So, there you have it. Social media tips and tricks that you can use for any type of event. Try them and keep improvising for better results. You can also try Almond Virtex: The Most Trusted and Secure Virtual Event Platform for support on your event marketing campaigns.
Glossary Of Virtual And Hybrid Events Terms
If you’re new to this limitless digital world of events, fret not. It is very simple to navigate. All you need is to be aware of a few terms and how they affect event planning and organization. Here is a quick glossary of virtual and hybrid event terms that you need to know.
It is one of the distinct advantages of using certain virtual event platform. AI matchmaking is a feature that makes use of artificial intelligence (AI) to connect attendees based on the information that they share with the platform such as their designation, previous activities, location, etc.
A breakout session takes place when a larger event allows for smaller interactions between people for a certain period of time. These sessions take place in ‘breakout rooms’ where attendees can interact and rejuvenate.
A conference is a large gathering of people to discuss issues of common interest. It can be either in-person, virtual, or hybrid.
The backbone of any type of virtual or hybrid event, engagement tools help keep the audience invested in the event. Using these tools, they can consume content and share their thoughts with the business hosting the event. A few examples are chat, live polls, quizzes, Q&A discussions, etc.
Event apps are a great way to ensure high levels of engagement even before the event. These apps contain all the information related to the event, allow attendees to register and complete their profiles, connect with others on the app, play games, ask questions, and much more. They must be quick, easy to navigate and integrate with other systems.
By turning engagement activities into games with leaderboards and winners, businesses can make events more engaging and exciting for their attendees.
A hybrid event combines both in-person and virtual elements. Any event can be made hybrid using a good hybrid event platform, such as vFairs, Airmeet, Hopin, Eventcube, Almond Virtex. For instance, awards show with only 100 in-person attendees and the remaining joining virtually.
An in-person event is one where attendees physically come together at a venue. For instance, a conference or a book launch.
Live streaming is the act of capturing in-person events and broadcasting them to virtual attendees. A close analogy would be TV viewers enjoying a match live.
The main purpose of any event, networking is an activity where attendees or participants connect on common interests. They may continue to keep the connection alive long after the event is done.
Most businesses, in addition to streaming their events, also record them and edit and ready them up for on-demand viewing on their websites.
If you are looking to attend an event, you will need to register for it. This registration can be either online or offline depending on the type of event. Businesses will ask for basic information and may sometimes need you to provide more specific details such as your interests, professional qualifications, and so on.
How essential is networking for hybrid events?
One of the biggest challenges of hybrid events has been effective networking. However, recent studies have revealed that marketers organize hybrid events for more engagement. So, there is a gap that needs to be bridged because networking is very essential for any event, including hybrid ones.
Why is networking important?
Imagine the number of attendees at a regular corporate event. As an attendee, if you don’t have the opportunity to network with at least a few of them, you are likely missing out on opportunities to further your career. And as an organizer, you stand to gain a lot in the long run if you are able to create a good networking atmosphere for your attendees.
If your event is known to be a networking ‘paradise’, you are more likely to attract top talent, better participants, sponsors, and the like. So, whether it is a virtual or a hybrid event, ensure that you have your networking capabilities set.
How can you ensure better networking at your hybrid events?
1. Choose the perfect networking platform
While there are several good hybrid platforms out there, the best hybrid event platform understands the power of networking and has in-built engagement and networking tools like a virtual lobby, chat, breakout rooms, matchmaking, etc. So, before everything else, make sure to research and find a good virtual platform.
2. Push your attendees to complete their profiles before the event
Some smart hybrid platforms such as Hubilo, Almond Virtex, Airmeet, Hopin, vFairs can automatically match your attendees to other companies, and people of their interest. However, this can be achieved only if you have some relevant information about your attendees. So, make basic details like location, company, role, etc, mandatory so that the rest of it can be handled by your event technology.
3. Use social media to its full potential
Create an event page and use an event hashtag. Make sure to invite as many of the possible attendees and then keep posting on the page. It can serve as a great networking spot before the event begins. You can continue to make use of this page and use event hashtags to identify who’s been talking about it and bring like-minded attendees together.
It needs to be said that hybrid events are transforming the events industry. So, for your upcoming events, this page can continue to remain and be used to retain visitors, customers, and brand ambassadors. So, have a social media calendar for the page and continue to keep in touch and build a community.
4. Create an app
Today, when there is an app for pretty much under the sun, you definitely need one for your event. It can be the perfect starting point for your attendees. You can upload regular updates, including information about your speakers, workshops, profiles, and much more. The app can also include chats, polls, quizzes, and other engagement abilities to add to your networking strengths.
Businesses that understand the power of networking in hybrid events and ensure that it takes place in their events are more likely to have a higher attendance rate, better engagement, brand recall, and a stronger sense of community.
How to Use Gamification to Improve Your Virtual Or Hybrid Events
How do you think some businesses manage to host the most incredible virtual and hybrid events. Among other things, they use gamification in virtual event platform. Gamification doesn’t mean just playing games. It means creating a game-like setup by throwing in challenges, contests, leaderboards, or quizzes. Gamification allows businesses to leverage the competitive side in most humans and boosts engagement like no other.
In other words, gamification can
- Boost audience engagement
- Enable networking among attendees and participants
- Even enhance sponsorship RoI
- Create a lasting impression in the minds of the audience
1. Goal setting
While we believe that rewards and competitions get attendees going, we also think it is important to decide the purpose of adding gamification to your event. Are you looking to do it for more brand awareness, or is it to increase sponsorship RoI? Identifying goals and introducing gamification that is in alignment with them is more likely to help you hit the jackpot.
2. Knowing which game to pick
It makes more sense to have a game of virtual basketball at a shoe launch than an automobile launch. So, make sure that your game is relevant to your goal and to your event. For instance, at the shoe launch, you could have a virtual basketball tournament with different levels of difficulty. The winner’s reward could be the new shoes you are launching.
You could also partner with a well-known gaming company and that can help you promote your sponsors as well.
Similarly, if you’re hosting an employee night, then team-building activities like scavenger hunts, escape rooms, and group trivia tournaments are perfect. They bring people together and are fun.
Along with the right game, choose the most suitable rewards too. When you know that the speaker at your event is in-demand, you could make time with him/her, a reward. Similarly, if you have a trade show, then discounts and coupons could be a reward.
3. Involving your sponsors
Dedicate one or two of your games to your sponsors. Let them lead in deciding what the challenge and the reward for it would be. Sponsors could promote their products as rewards or offer heavy discounts to winners. This way, they will feel in control of that particular part of your event and will be happier. It also improves their chances of a strong RoI.
4. Rule setting
Every game has a set of rules and that’s what makes it all the more fun. Communicate with your attendees and keep them well-informed of the rules. You could make a slideshow or a video to make the rules easy to remember. Using the best virtual event platforms such as vFairs, Almond Virtex, Airmeet, Hopin, Eventcube can help take care of these little details.
5. Tracking your games for the future
Gamification may not always work. So, it is important to keep track of who’s enjoying what. So, make sure you are closely monitoring these activities. If the virtual basketball tournament didn’t go as well as expected, you could try something different in the future. That’s how tracking helps!
Checklists To Prepare For A Virtual Art Exhibition
Digital art has been around for a long time now and virtual art exhibitions have been quick to catch up. Moreover, there are several virtual exhibition platforms such as Hopin, Almond Virtex, vFairs, Airmeet, Hubilo that make the display of art an immersive experience altogether.
If you are an artist or run an art gallery and want to set up your first or any virtual art exhibition, you have many options. However, before you get started, here is a quick checklist that you need to be prepared with.
Before the event:
1. If you’re working with an exhibition sponsor, then get all your event-related questions answered. You might want to know the name, contact details, experience, responsibilities with respect to the event, their contract requirements, and so on.
2. Then, have your contract vetted by someone with legal experience, preferably a lawyer.
3. Once the logistics and your contract are out of the way, put together a list of artworks that you are going to display. If your inventory is out of date, ensure that it is updated.
4. While you’re at it, you might also want to look into the quality of your digital art. Since it is going to be on display virtually, you must make sure that the resolution of your images is clear.
5. Now that you have completed your background work, you will need to start working in the foreground too. This includes sprucing up your web presence. So, take a good look at your website and see how you can update it to attract more traffic, including registrations for your event.
7. Take to social media to promote your virtual expo. Before you do that, ensure that your profile is updated with your latest work to add more credibility to your promotions. You may also use email marketing to invite attendees.
After the event:
1. There is some work to be done during the event as well. That includes tracking your attendees and observing their interests closely. You can also utilize the various features available on the platform to make your event more interactive and engaging.
2. Once the event is done, make sure to use the data that will be made available to you. This is how virtual exhibitions deliver more RoI than physical expos. They bring you very valuable data that you can use to set up more targeted post-event campaigns.
3. For instance, if you found a list of attendees who showed more interest in your sketches, then you can customize an email or a social media campaign for them. Achieving this through a physical exhibition might be relatively more difficult.
4. Another useful trick in the book is to send thank you emails. They can be a great way to initiate contact and continue conversations with those who were more engaged with your event. You could also use a template that is available through your platform or one that you have created yourself.
5. Include highlights from your event, a quick roundup of the top exhibits, and maybe even snapshots of your best-selling exhibits. Don’t forget to include a heartfelt thank you with a sneak peek into what you are planning next.
How To Enhance Engagement Rate In Virtual Hiring Events
Virtual event platforms have helped businesses to such a large extent that a career fair can be organized at the click of a button. While it saves time and money for the company, it also makes plenty of opportunities available to nervous and sometimes travel-averse job aspirants.
1. Promote your event in the right manner
You must start promoting your event at least four to six weeks in advance. This allows you a long time to establish brand recall.
Use different social media platforms and email to communicate with your prospects. Focus on witty and powerful messaging while pushing your prospects to take action. If it is a job fair that you are hosting, then consider partnering with your participants to also host shorter pre-event workshops to help applicants prepare. Don’t forget to finish it off with an incentive to attend the actual event.
2. Choosing the right virtual event platform
When it comes to choosing the right virtual event platform in India, always make sure to pick one which mimics real-world scenarios. Today’s platforms allow you to create a simulation of your venue complete with halls, lounges, banners, floors, etc. In fact, event technology has advanced so much that you can walk up to someone on an event platform and strike up a conversation.
Primarily, you need a platform that can be customized to fit your needs and has good engagement and networking tools.
3. Support your participants with bright booths
For your virtual job fair, you need the same vibe that an in-person job fair would have. Help your participants set up interesting booths that include attractive videos, quizzes, interactive games, short tips, etc. There are some virtual platforms such as vFairs, Almond Virtex, Hopin, Airmeet gives you the facility to customize your booth according to your brand’s look and feel. Using brand colors will help your participants level up their brand appeal as well.
4. Employ more networking options
One of the biggest benefits of job fairs is networking. Make use of interesting AI-based features to match attendees to participants, breakout rooms, and the like which will ramp up interactions and help aspirants find a job that they like and your participants find a suitable employee.
5. Leverage social media
If your job fair is being attended by a younger group of aspirants, then utilize social media tools to your advantage. From setting up an event page to posting updates, questions, polls, videos, spotlight captures, the list goes on. You could take engagement a notch higher by getting your attendees to use their LinkedIn or Instagram handles to register and tag them in posts that are relevant to them.
From a live job board to playing treasure or scavenger hunts and solving puzzles together, there is a lot you can do to boost engagement among attendees. Another effective way is to introduce goodie bags from different participants. Events with better incentives usually have a higher engagement rate too.
Five Ways to Cut Your Hybrid Event Capture Costs
There are undoubtedly many benefits to hosting hybrid events. We could even talk about how hybrid events are transforming the events industry. However, one thing to look into keenly is the cost associated with them.
With hybrid events, since one portion of the audience is in-person, some organizers would like that part of their content to be captured as well. After all, any content shared during your event is great material for marketing. So, do not make the mistake of foregoing the capture of content altogether.
Capturing events on-site can seem expensive. However, with a few simple tricks, you can save a good amount of your resources and even reap profits.
1. Skip Videography
Cameras have gotten quite smart today. Video cameras come with remote-control heads and they can also pan all across the room, remotely. That means you can do away with videography services.
Before you do that, ask yourself what kind of event are you having. If it involves a lot of movement on stage, it might not make sense to lose the videography because it still captures much more content than remote video cameras.
2. Don’t Capture EVERYTHING
One of the greatest advantages of event marketing is that you can make it available on your website as content. But your hybrid event planning should account for sections of the event that can be used later.
Let your venue provider know your budget and that you’re open to trying different bandwidths. Sometimes, the lower level is as good alive.
Moreover, live streaming can be very expensive. So, cut your costs by reducing the live streaming coverage. Instead, decide what needs to be live and what can be made available on-demand later.
3. Don’t Be Afraid To Negotiate
One of the reasons why live streaming can be expensive is the associated charges of wireless connectivity. Most venues have fast enough hard-wired internet. It is cheaper. Now, what you will need to do is negotiate the charges for using this facility.
You reaches the higher level and you end up paying lesser. You will be surprised by the amount of money you can save there.
4. Play around with your options
If you’re not using a videographer, then you might miss out on capturing the feeling of the entire event for your virtual audiences. However, give them the content that they are looking for. You can use a high-resolution camera and place it closer to the speaker. This method too can help cut down costs. If that doesn’t work for you, you can also use stream the audio and the slides that are being presented. Anyway, the best hybrid event platform have several engagement options for virtual attendees to feel connected to the speaker.
5. Monetize your content
You’re capturing content so that it can help you find on-demand viewers. So, don’t be afraid to monetize it. Try simple pricing strategies such as a package to see everything or just the speakers. There could be another package for live vs. post-event content.
Again, you’ll be in for a surprise. People are willing to pay for good content. So, ensure that you market your event and create good teasers so that you can push more people into paying for the entire content.
Hybrid event platforms like vFairs, Almond Virtex, Airmeet, Hopin can help you with distributing this content and give you valuable data with actionable insights. So, you can figure out who is more likely to purchase and who needs a different approach.
How to Get the Most Out of Your Event's Content
If you think back to events online, you probably would have fonder memories of those that had great content along with an excellent presentation. All your hard work is unlikely to pay off if you are unable to add value through your content.
But in this world where audiences are usually bombarded with content of all kinds, how do you create world-class content for your event and get the most out of it?
All Your Content Matters
Often, we tend to believe that content marketing, which is nothing but great content to promote your event and generate leads for it, is crucial. Truth be told, there is more to your content than just that. The content that you share with your audience during the event is also very important because this is what they will use long after your event is done.
For your pre-event content you need good landing pages to drive registration, promotional posts on social media, blogs, emails, videos, etc.).
For your content during the event, think of attractive presentations, videos, fun infographics, brochures, and if you’re up for it, experiences in the metaverse.
For your post-event content, you could convert your leads by sending them great post-event videos, white papers, emails, guides, and so on).
Specific Content Is Always Better
Instead of creating generic content that is likely to appeal to nobody, work harder to identify your target audience and design tailor-made campaigns for them. Something that several virtual events companies help you do is to create buyer personas. These personas have relevant information related to the demographics, occupational, financial, social, and emotional aspects of your buyer or attendee.
When you’re equipped with special detail, you can create more compelling content. So, spend some time researching your potential list of attendees and what they are like.
Your sources of information could be your existing list of customers, website visitors, customers of competitors even.
As a next step, you can decide the tone you want to use, how visual you want your content to be, what type of content you want to try- shorter or longer, etc.
How Do You Produce Great Content?
Earlier, we discussed how content should be specific. In other words, you must avoid being vague and too verbose, especially if you’re hosting a virtual event.
You need content that can get your audience to sit up and take notice. Think of statistics, anecdotes, maybe even asking questions.
Be as inclusive as you can be. Always assume that the audience consists of average readers. So, your content must be easily consumable and leave an impression.
Great content is almost always highly relatable. The reader or listener is able to experience whatever the speaker or writer has to convey. A technique that is quickly catching up to cover this aspect of content is brand storytelling. Every brand now wants a narrative that includes snippets of hardships and small victories to make itself more relatable and inspire decisions.
Include social proof in your content. All of us are more accepting of something when we know that it is popular, especially in our social circle. So, include statistics, customer testimonials, and feedback in your content.
Remember that the content you share must not only provide value but inspire attendees to take action, like signing up, or buying something. Use a combination of specific content with tried and tested psychological tricks to achieve your desired results.
Tools That Every Virtual Event Organizer Should Be Utilizing
Virtual event technology is rapidly getting better. And with better technology come more efficient and cutting-edge tools. But when things move so quickly, it can seem difficult to keep up, especially if you’re an event organizer or marketer. At the same time, these tools could prove to be an integral part of your event marketing mix.
Hosting an event? Then you need a website. It has to include information about the event, the agenda, names, and details of the speakers, updates, and announcements- everything a visitor would need to know. Not only should it be informative, but it must also build engagement with your visitors.
For instance, you could have two different timings for your event and you could ask your visitors to register for one. You could also ask them to contribute ideas for your event hashtag, play pre-event games whose winners will be announced at the event, and so on.
Also make sure that your website is attractive, has a consistent theme that goes with your brand and your event colors, is easy to navigate, loads quickly, and is mobile-optimized. You should also ensure that registration happens seamlessly.
Pre-event engagement tools
Earlier we discussed pre-event games. You can use a good virtual event platform to design these games or choose from existing ones. These can help build excitement before the event and boost engagement before, during, and after the event too.
You don’t necessarily need games alone. You can also host short polls and encourage visitors to answer. All the information from the polls can be used as data at a later stage. That is how you can use polls and games to keep your audience engaged even after the event and boost your RoI.
Social media challenges
To run a successful challenge or contest on social media, you need a good event hashtag and a few good posts that have the potential to go viral. Through these, you can promote your event and generate buzz and engagement. Winners of your challenge can be rewarded with cool goodies and prizes at your event. This will also encourage more attendance for your event.
In fact, there is a lot you can do on social media. You can also tag attendees, reward the ones who share the best experiences about the event, and much more.
We discussed creating a website for the event earlier and while that may be great for laptop and desktop users, an event app is likely to provide an even better experience, especially to mobile users. Remember the same instructions while creating your app and ensure that it is secure.
To increase registration on the app and increase its usage, you could have special app-only deals and discounts too. You could also partner with mobile gaming companies to host special app-only tournaments, daily challenges, contests, and so on. Your app has a higher likelihood of being more engaging to your visitors.
As an event organizer, you must look into the tracking tools available at your disposal because these will enable you to prepare better for your post-event communication and your next events.